Commercial and Operation Administrator
PTS Consulting Middle East
Total years of experience :20 years, 0 Months
Responsibilities as a Commercial & Operation Administrator:
- • Provide general administrative, office and clerical support to departments or individual (including faxing, photocopying, filing, typing letters and agendas, scanning, document control, formatting and archiving documents, opening and disseminating post, dealing with queries when necessary).
• Act as point of contact and an efficient liaison.
• Provide high level support in production of presentations, reports and proposals in line with Director Requirements, could include proofreading, creating charts/graphs, managing versions of edits and documents.
• Schedule meetings and arrange conference rooms.
• Alert manager about cancelations or new meetings.
• Prepare confidential and sensitive documents.
• Coordinates office management activities.
• Determine matters of top priority and handle accordingly.
• Coordinate and manage travel arrangements; prepares itineraries; prepare and compiles and maintains travel vouchers and records and handle information requests.
• Prepare correspondence and stuff mail into envelopes.
• Arrange for outgoing mail and packages to be picked up and sign for Fed Ex packages.
• Answer telephone and email queries promptly as required.
• Greet visitors and assist them to the meeting room/area.
• Helps prepare office budget and in charge for petty cash.
• Maintain office procedures.
• Maintain hard copy and electronic filing system.
• BID document formatting and control.
• Facilitates visa procurement and other related works to PRO.
• Responsible for bank and medical insurance works.
• Performs related duties as required.
• Coordinate office management activities for the executive.
• Research, compile, assimilate and prepare confidential and sensitive documents and brief the executive regarding contents.
• Read and screen incoming correspondence and reports; make preliminary assessment of the importance of materials and organize documents; handle some matters personally and forwards appropriated materials to the executive and staff.
• Receive and screen incoming calls and visitors, determine which are priority matters and alert the executive accordingly.
• Make referrals to appropriate executive staff and provide requested information.
• Compose letters and memoranda in response to incoming mail and calls.
• Transmit directive, instructions and assignment and follow up on status assignments as liaison between the executive, subordinates and others.
• Operate computers to produce a variety of documents, charts and graphs in final form.
• Update executive on status of issues before scheduled meetings.
• Prepare agenda and collect materials for meeting, speeches and conferences; takes minutes and keep records of proceeding as required.
• Review and proofread and edit documents prepared for the executive’s signature.
• Take and transcribe dictation on technical and confidential matters from executive as required.
• Coordinate and facilitate the executive’s calendar to arrange appointment, meetings and conferences,
• Recommend actions to be taken on office expenditures such as equipment and supply needs.
• Attend meetings as executive’s representative; report on proceedings.
• Compile and maintain records, statistical information and reports.
• Established and maintain various filing and records management systems.
• Make domestic and foreign travel arrangement; prepare itineraries; prepare and compile travel vouchers, maintain travel records.
• Perform related work as assigned.
• Coordinating the activities in documentation including distribution of documents, tracking and reporting on document’s progress.
• Collate Reports, RFI’s and Memorandum and other related documents.
• Gathering Tender Material Submittals for Project Manager’s presentation with the Client.
• Assigning proper tracking number of documents.
• Filing and manage archival activities on the documents or drawings.
• Uses databases to track, manage and control all documents.
• Transcribing Minutes of Meeting through Digital Audio Dictation, as needed.
• Maintaining a master documentation on file.
• Assisting with the implementation, management and administration of Project Controls Department.
• Assisting with the design & mapping of different document activities under the direction of the Project Manager.
• Liaise with staffs to ensure that proper filing procedures are maintained for all documents.
• Substantiate quality and accuracy of data.
• Review and proofread documents for consistency of document format and system concern.
Secretary
• Performed administrative and secretarial duties with wide latitude for exercising discretion and judgement.
• Prepared letters as instructed and in accordance with precedent and directed mail to other staff members for their action.
• Arranged and scheduled appointment for the executive, including interviewing callers and making proper referrals; prepared material and made arrangement for meetings as required.
• Studied reports received, checked and compared with previous reports and other data, and brought to the attention of the executive significant items, changes, errors or omissions.,
• Maintained for the executive up to date management manuals, directives, organizational chart and kept the executive informed the changes.
• Set up and maintained office files and kept correspondence and report available for reference and efficient operation of the office.
• Took and transcribed dictation, typed and maintained office records.
• Answered telephone and replied to questions in accordance with general instructions and referred calls to the appropriate staff members.
Sales Representative/ Basic Accounting
• Keep excellent communication with Purchasing Officers
• Prepare and send quotations before deadline
• Follow-up customers on outstanding quotations
• Assist, host and guide customers while on visit
• Prepare invoices, delivery notes and related reports
• Follow-up payments and arrange cheque collections
• Prepare bi-weekly outstanding invoices, quotations and purchase orders
• Assist in preparing all needed documents for financial report
- Supervise and take charge for the welfare of an aged 80 year old woman.
- Assisting her for her monthly doctor check up.
- Round the clock in charge for her medication.
- Responsible for her mobility and mental restoration (guiding and helping her recovery on her memory lost).
Bachelor of Science in Medical Technology SY 1999-2003 Iloilo Doctors' College Philippines, March, 2003